To manage the services and facilities provided at the relevant office. To assist the local office head and Facilities and Admin executive.
People Management Responsibility:
To provide daily management of the Services and Facilities including the reception. Reviewing performance in line with guidelines to cost and quality standards and actively manage development. To implement and monitor relevant company policies and procedures.
Typical Key Responsibilities:
Reception service
Welcoming visitors, coordinating meeting rooms.To deal with any ad hoc office issues, e.g., repairs, maintenance, replacements, etc. including the kitchen facilities. Manager the couriers and report accurately.
Liaison between Building Management regarding all matters, incl. SLA's, tenants' meetings, building service charges, etc.
To deal with any refurbishment within the office with the support of the admin and facilities executive.
Security
Liaise with Building Management to ensure that security procedures are respected
To deal with security systems provided within the office and liaise with security services suppliers for CCTV and security cards system
To maintain all security systems and process in line with global security policy
Admin
Assist the admin team for any office moves and changes as and when necessary to liaise with IT and external companies as necessary.
Proactively providing services to visitors (desk, IT facilities, etc.)
Sending out itineraries of travellers and facilitating internal meetings
General secretarial duties for senior members of staff including business visa support, preparing necessary documentation . Printing and binding reports.
Invoices and Budget
Assist in the preparation of Office Budgets
To proactively monitor expenditure of all costs relating to managing the office and review against budget
To have all office related invoices approved and ensure that they are in line with contracts / quotations
Health and Safety
To help implement effective H&S policies within the office as per legislation
Ensure all fire attendants & first aiders are trained and informed on any new legislation
Experience,
Knowledge,
&Skills
Advanced PC skills incl. Word and Excel
Education to degree level
At least 2 years experience (or equivalent) to include at least 1 year within secretarial role within commodities industry or similar.
Ability to communicate at all levels
Highly Organised
Analysis Skills
Sense of urgency and priority
Conscientious
Motivated
Responsible
Proactive
Reporting Structure:
Reports directly to HR Manager Dubai
Key relationships:
IT Department, HR Department, Global Cost Management, all Dubai staff
** MUST BE DUBAI BASED** ** MAY BE AN OPPORTUNITY FOR THE ROLE TO RUN PERMANENT** ** MONDAY-FRIDAY, 9AM-6PM.**
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